After Call Work - Onboarding Call 5 Production

Articles/Resources:

• Creating Project Templates and Step Dependency settings
• Create Projects Using Project Templates
• i360 Production App with Gantt chart
• Project Costs
• Uploading Files and Documents to the Sales Appointment

Click on the Resource link at the bottom of each section to open up a separate help article with a guided video walkthrough and text walkthrough with screenshots, or refer to above list.

If you are having a Data Conversion, please DO NOT deactivate any picklist values or add new picklist values (aside from test values ex. ‘Test Doors,’ ‘Test Territory’) during Phase 1.

1. Creating Project Templates and Adding Template Activities:

Project Templates allow you to create a standardized set of Project Activities to be assigned to new Projects as a template instead of manually creating each Project Activity for every Project. Many companies choose to create different Project Templates for each production process or product category they sell (ex. Window install, full bath remodel, half bath remodel).

• Follow Along Step 1:
  • Select the Navigation Items drop-down > select Project Templates > select the list view drop-down > select All list view > review any existing Project Templates
  • Deactivating existing Project Templates, select a Project Template’s Name > click Edit in the right-hand corner > uncheck Active checkbox > click Save
  • Creating new Project Templates, select New > enter the information specified below then click Save:
    • Project Template Name: enter the appropriate name
      • Note: We recommend selecting a name that will help you team easily identify which Project Categories, Project Activities, and production process the Project Template uses (ex. Brand Full Gutter Installation, Full Bathroom Remodel 6 Step).
    • Product Category: make the appropriate selection
    • Active: checkbox should be checked
      • Note: If the “Active” checkbox is checked, this Project Template will be available for selection when adding Project Templates to Projects.
• Follow Along Step 2:
  • click Create Project Template Activity > enter the information specified below and click Save:
    • Project Template Activity Name: enter the appropriate name
    • Assigned To: select the Staff this Project Activity should be assigned to if applicable
      • Note: Selecting an Assigned To Staff when adding Project Template Activities to the Template will automatically assign this Staff to the Activity each time this Template is added to a Project.
    • Step Dependency: make the appropriate selection if applicable
      • Note: Selecting a Step Dependency allows you to anticipate the amount of time needed to complete each step in your Production process. You must select a preceding Project Template Activity in the “Step Dependency” field. (ex. If the Measure Activity is selected in the Step Dependency field and Days from Previous Activity is 1, when the Measure Activity is completed, this Activity will become due 1 day after)
    • Description: enter in any information that the Assigned To Staff would need to do to complete this step
    • Step: this field automatically populates with the step’s number
      • Note: this can be adjusted by editing your Project Template Activities
    • Days from Previous Activity: make the appropriate selection if applicable
      • Note: If a Step Dependency is selected, this is how many days after the Step Dependency is marked completed that this Template Activity will become due
    • Expected Duration (Days): enter the appropriate average number of Days this Project Activity would typically take.
      • Note: The system will calculate the Actual number of Days of each Project Activity on the Project based on their Start and End dates.
    • Schedulable: make the appropriate selection
      • Use Case: A Schedulable Template Activity is any time you need to physically go to the customer's location to complete the Activity.
        • Note: If the Schedulable checkbox is not checked, this Activity will appear in the User’s To-Do list and the Staff Calendar, but not in the Dispatcher tool.
• Repeat the previous step to create as many Project Template Activities that are required for this Project Template

Resource: Creating Project Templates and Step Dependency settings

2. Creating a Project from the Sale:

The Project records stores production data like the Product Category, Project Manager, Status and important dates. Each Project allows you to store steps required to complete the Project called Project Activities. Project Activities can be added to a Project by manually adding Project Activities, using a Project Template, or a combination of both.

Projects must be related to a Sale record, but a Sale record may have multiple Projects. If your business regularly sells multiple Product Categories within the same Sale, you may want to use separate Projects for each Product Category if the production process varies for each Product Category. For example, if a Sale was made for Windows and Garage Doors, the production process will likely vary significantly, and you will want to separate the production process.

• Follow Along:
  • Navigate the to a test Sale record > in the right-hand corner select Create Project button > you will be redirected to the new Project’s page

Resource: Create Projects Using Project Templates

3. Editing the Project:

After creating a Project, it is important to add the appropriate Product Categories and as you work on the Project, update the Project’s Status, dates, and other information accordingly. After completing a Project, make sure to enter a Completed Date and update the Status.

• Follow Along:
  • From the new Project’s page, select Edit in the right-hand corner of the screen >
    • Project Manager: make the appropriate selection
      • Note: The Project Manager field is intended to help with accountability of the Project. This is also a helpful way to filter though Projects via list views and reports.
    • Status: Active
      • Note: It is important to update the Status of Projects so you can easily identify where your Projects are in the production process and filter through them
    • Project Categories: select the appropriate options
      • Note: The Product Categories will help you to filter your Projects via list views and reports.
    • Start Date: enter today’s date
    • Completed On: leave blank
      • Note: When the Project is completed, be sure to update the Completed On field on the Project record.

Resource: Create Projects Using Project Templates

4. Assigning Sale Items to the Project

Since each Sale can have multiple Projects, you will need to assign each Sale Item to a Project. If you sold both Garage Doors and Windows, you will want to assign each of these Sale Items to the appropriate Project so your production team knows which Sale Items they are installing and working on.

• Follow Along:
  • Navigate to the Project record you created in the previous exercise > in the related list select Assign Items > drag and drop each item from the Unassigned Items section to the Project section on the right
    • Note: Notice that this updated the Project Price and Balance due based on the Sale Items and Payments you assigned to the Project

If a Sale will have more than one Project, a Payment may need to be split so it can be assigned correctly to each Project. For example, if you sold both Garage Doors and Windows, but a 500-dollar deposit is required to begin the production process, you will need to make two separate Payment records on the Sale for $250 each. In this example, you may want to make note of that on the Payment record (ex. Check #1245 split for deposit with PRJ-13020)

Resource: Create Projects Using Project Templates

5. Assigning a Project Template and Adding Project Activities:

After creating your Project, the next step is to apply a Project Template and/or create Project Activities. Project Templates help to save time and standardize your production process and you have the ability to add additional Project Activities to them or adjust the step dependency without impacting the Project Template.

• Follow Along Step 1:
  • Navigate to the test Project record you created in the previous exercises > in the right-hand corner of the screen select Add Project Template > select the appropriate Project Template > select Save
    • Note: If your production process requires it, multiple Project Templates can be applied to a single Project.
• Follow Along Step 2:
  • From the Project page select the Project Activities related list > review the Project Activities that were added from the Project Template
• Follow Along Step 3:
  • select Create Project Activity on the right-hand side of the screen > select Yes this Project Activity need scheduled > fill in the appropriate information to schedule the Project Activity
    • Note: Schedulable Project Activities are Project Activities that occur on-site at the Address. It will appear on the Staff Calendar and will show appropriate scheduling tools so you can schedule the Project Activity with the appropriate Staff
• Follow Along Step 4:
  • select Create Project Activity on the right-hand side of the screen > select No this Project Activity need scheduled > fill in appropriate information to create the Project Activity
    • Note: Non-schedulable Project Activities create a Task and will not appear on the Staff Calendar. These Project Activities are accessible from the User’s To-Do list or the Home screen

Resource: Create Projects Using Project Templates

6. Updating Project Activity Dates:

When we use Project Templates, we need to populate when everything is due using the “Edit Dates” button to simultaneously edit and manage all the related Project Activities’ dates. If your Project Template uses Step Dependencies, the system will also auto-populate the Start and End dates based on the Days from Previous Activity settings on the Template.

• Follow Along:
  • Select Project Activities related list from the Project Page > select Edit Dates button at the top of the Project Activities section > enter a Start and End date for each Project Activity > click Save
    • Note: If your Project Activities use Step Dependencies, you only need to enter the first Project Activity’s Start and End Dates. Other dates will auto-populate when you click Save.
    • Note: Leave the Completed Date blank until the Project Activity is completed.

Resource: Create Projects Using Project Templates

7. Deleting Project Activities:

Sometimes Project Activities may need to be deleted if you are using Project Templates. A Project Template may not always fit a Project perfectly, but it will often save time to use a Project Template instead of manually creating each Project Activity. We recommend that if a Project Activity is used 80% of the time when it’s Project Template is used, include it in the Project Template and delete the unneeded Project Activity 20% of the time.

To delete a Project Activity from a Project, it requires delete permission on the Project Activity object. Out-of-the-box, only the Power User and i360 Admin Profiles have this delete permission. Depending on your business requirements, you may want to allow additional Users or Profiles to have delete permissions of the Project Activity

• Follow Along:
  • Navigate to the test Project record you used in the previous exercises > select Project Activities related list > select the down arrow next to the Project Activity that needs to be deleted > click Delete > select Confirm

8. Project Status and Completion %

After creating a Project, it is important to keep the Project's data up to date and fill in any important information to keep the Project on track.

Projects are driven by the Project Activity records. The Project Status field is based on each Project Activity's Status as well as Start and End dates. Project Completion % and Project Progress are made up of several fields on the Project and Project Activities, including:

• Project
  • Duration Days
• Project Activity
  • Duration Working days
  • Duration Working Hours
  • Completed Contribution
  • Contribution to Project (%)
• Follow Along Step 1:
  • From a Project record click Edit Dates > enter Completed On dates for select Project Activities > Save the changes to the Project Activities.
    • Note: The Completion % on the Project and the Project Status fields have been updated based on the Duration of Project Activities, their Completed Contribution and Contribution to Project %. 

Resource: Project Status and Completion %

Resource: Project Management

Resource: i360 Production App with Gantt chart 

9. Creating Project Costs:

Project Costs are used to store job cost records associated with the Project. This may include commissions, materials, labor, permits and other costs. Tracking your Project Costs in i360 will allow you to report on the cost and profit of each job.

• Follow Along Step 1:
  • Navigate to a test Project record > on the right-hand side of the screen select the drop-down arrow next to Project Costs > select New > fill in the information specified below:
    • Type: make the appropriate selection
    • Amount:100
    • Fill in any additional information in the remaining fields.
      • Note: For accurate reporting on Project Cost, we recommend entering in as much information as possible.
• Follow Along Step 2:
  • Navigate back to the Project record > notice the update to the Total Project Costs field at the top of the screen

Resource: Project Costs

10. File Manager:

The File Manager tool can be used to see all Files related to objects downstream of the Account. This tool is helpful when an Account has multiple Sales Appointments, Sales and Projects. Each document or image can be easily accessed from the Account or other downstream record without needing to open each related record individually to view their Files.

• Follow Along Step 1:
  • Navigate to a test Sales Appointment record > select File Manager from related list > in the Upload Files section select Upload Files > select file to upload then click Done
• Follow Along Step 2:
  • Navigate to another test record related to this Account > select File Manager from related list > in the Upload Files section select Upload Files > select file to upload then click Done
• Follow Along Step 3:
  • Navigate to the Account related to the records you used for step 1 and 2 > select File Manager > in the Filters section adjust your Object filters and locate the files you uploaded

Resource: Uploading Files and Documents to the Sales Appointment

11. Notes:

Notes are a useful part of the system to avoid the need for hand-written notes and make sure the necessary Users can have access to the information. It may also help your team keep track of Notes and which records they should be related to. Notes can be related to multiple related records. For example, a Note can be created on the Project and added to all of the Project’s Activities using the “Add to Records” button.

• Follow Along:
  • Navigate to a test Project record > scroll down to Notes in the related records section on the right-hand side of the page > click the drop-down arrow and select New > enter a subject and body for the Note > click Add to Records button to relate it to a Project Activity record related to this Project and click Add > click Done on the bottom right of the Note
    • Share: allows you to manually share the record with other Users or Public Groups
      • Note: Anyone who has access to the record that the Note is related to has access to view the Note too.
    • Add to Records: this allows you to add this note to other related records. Click the object's icon and select the object you want to relate the Note to, then in the search bar locate the record you want to relate it to.
• Follow Along Step 2:
  • Navigate to the Project Activity record that you related your note to > in the related records section on the right-hand side of the screen click on your Note’s subject
    • Note: You will be able to view the Note from any record that the Note is related to in the “Notes” related records section of the page. Notes can also be accessed by selecting the “Notes” component located at the bottom right bar of your screen.